How to organise a Catholic wedding

A Catholic wedding involves two plans that must meet: the church ceremony and the reception afterwards. Start with the pastor, officiant and church booking before committing to suppliers or printing invitations. Then work through guest numbers, dietary requirements, catering, flowers, transport and music in that order. In the final week, confirm every delivery, prepare the missal booklets and print one clear run sheet so the ceremony and reception can run without guesswork.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Compile guest list
2 people
2
Design invitations
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm the officiant
7
Confirm the pastor
8
Confirm church booking
9
Confirm reception venue
10
Book catering
2 people
11
Order the bridal bouquet
12
Order flower decorations
13
Reserve photographer
14
Arrange music
15
Reserve transport for the bride and groom
16
Assemble the missal booklets
2 people
17
Arrange the table layout
2 people
18
Arrange seating in the church
2 people
19
Print the run sheet
20
Confirm deliveries
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Pick up flowers
2 people
25
Pick up bridal bouquet
26
Sort decorations
2 people
27
Lay out the missalettes
2 people
28
Check clothing and rings
2 people

Event

29
Open church
2 people
30
Clean the church
3 people
31
Decorate the pews
3 people
32
Decorate the altar
2 people
33
Place missals
2 people
34
Open the reception hall
2 people
35
Set up tables
4 people
36
Set up chairs
4 people
37
Decorate tables
3 people
38
Hang lights
2 people
39
Set up music
2 people
40
Set up buffet
4 people
41
Set out drinks
2 people
42
Set out cake
2 people
43
Set up the guestbook
44
Welcome suppliers
2 people
45
Welcome family
2 people
46
Guide guests to the church
3 people
47
Support the ceremony
4 people
48
Guide family photos
2 people
49
Guide guests to the reception
3 people
50
Serve aperitifs
4 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Collect gifts
2 people
54
Open the dinner buffet
3 people
55
Serve dinner
5 people
56
Clear plates
4 people
57
Serve coffee and tea
3 people
58
Cut the cake
2 people
59
Serve cake
3 people
60
Lead the first dance
2 people
61
Provide music and dancing
2 people
62
Serve late-night snacks
3 people
63
See off guests
3 people
64
Store gifts safely
2 people

Aftercare

65
Take down the buffet
4 people
66
Wash dishes
4 people
67
Clear tables and chairs
4 people
68
Remove decorations
3 people
69
Remove decorations from church pews
2 people
70
Collect waste
3 people
71
Clean the reception hall
4 people
72
Clean the church
3 people
73
Collect lost items
2 people
74
Check out suppliers
2 people
75
Return rental items
2 people
76
Distribute leftover food
2 people
77
Deliver flowers
78
Return camera equipment
79
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Wedding table
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner cutlery setsqty 100
Serving utensilsqty 20
Bread basketsqty 8
Serving plattersqty 20
Serving platters for cakeqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Cake knife
Serving tongsqty 8
Serving spoonsqty 10
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptops

Decorations

White tableclothsqty 14
Napkinsqty 120
Table runnersqty 10
Flower arrangementsqty 12
Altar flower arrangementsqty 2
Chair floral arrangementsqty 12
Table numbersqty 10
Name badgesqty 90
Guest book
Pensqty 6
Candlesqty 30
Candle holdersqty 15
Ring cushion
Mass bookletsqty 100
Welcome sign
Gift table
Envelope box

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Wedding cake
Bridal bouquet
Groceries

Tips

Confirm the pastor, officiant and church booking before sending invitations. Ask for the required ceremony details early, because changes to the service can affect the missal booklets and seating in the church.
Set a deadline for RSVPs and allow at least 7 days afterwards to process registrations and collect dietary requirements. Use the final guest count to confirm catering, chairs, tables, dinnerware and glasses.
Keep the church and reception plans separate until the timings are clear. Include transport for the couple, time for photographs, flower collection and the handover of catering or equipment deliveries in the run sheet.
Order the bridal bouquet and flower decorations early, then confirm the pickup or delivery time 48 hours before the wedding. Flowers, transport and the photographer are common late-stage gaps because they are booked separately from the venue.
Do a physical reception check 1 day before the wedding. Count the round tables, buffet tables, chairs, tableware, serving utensils, coffee equipment, coolers and refrigerators against the shopping and delivery lists, then chill drinks when the storage is ready.

Frequently asked questions

How far in advance should I book a Catholic church wedding?: Start contacting the church and pastor at least 6 to 12 months before the wedding. Confirm the church booking, officiant and ceremony requirements before you send invitations.
When should Catholic wedding invitations be sent?: Send invitations about 8 to 12 weeks before the wedding, after the church and reception venue are confirmed. Set the RSVP deadline around 4 to 6 weeks before the date so catering and seating can be finalised.
When should I prepare the missal booklets for a Catholic wedding?: Prepare the missal booklets after the pastor or officiant has approved the ceremony details, usually 2 to 4 weeks before the wedding. Print the final version at least 7 days before the ceremony so there is time to correct errors.
What should I check the day before a Catholic wedding reception?: Check the room layout, chairs, tables, tableware, serving equipment, coffee machines, kettles, thermos flasks, coolers and refrigerators 1 day beforehand. Also confirm every delivery and pick up the flowers and bridal bouquet if they are not being delivered.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.